Explanation
Background: This ordinance is for the option to establish one (1) UTC contract for Moist Clay & Glazes to be used by the City of Columbus, Recreation and Parks Department for various recreational activities. The term of the proposed option contract is through July 31, 2018, with an option to extend for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on July 28, 2016.
The Purchasing Office advertised and solicited competitive bids in accordance with relevant provisions of the City Code (RFQ001997). 17 bids were solicited; one (1) bid was received.
The Purchasing Office is recommending award to the responsive, responsible, and best bidder as follows:
Columbus Clay Company: CC#311097848 ; Expires: 10/3/2018
Total Estimated Annual Expenditure: $25,000
This company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Fiscal Impact: Funding to establish this option contract is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
This ordinance is being submitted as emergency legislation as no current contract exist and a contract is needed so moist clay & glazes can be purchased from the company named herein.
Title
To authorize the Finance & Management Director to enter into one (1) Universal Term Contract for the option to purchase moist clay and glazes with Columbus Clay Company; to authorize the expenditure of one dollar ($1.00) to establish the contract from the General Fund ($1.00); and to declare an emergency.
Body
WHEREAS, Moist Clay & Glazes are needed by the Recreation and Parks Department for various recreational activities; and
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 28, 2016 and selected Columbus Clay Company as the most responsive, responsible and best bidder; and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Recreation and Parks Department in that it is immediately necessary to enter into a contract for the option to purchase Moist Clay & Glazes so services are not interrupted; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to enter into the following contract for the option to purchase Moist Clay & Glazes through July 31, 2018 with the option to extend for one (1) additional year in accordance with Request for Quote No. RFQ001997;
Columbus Clay Company; All items and discounts as specified; $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
SECTION 3. That for the reason stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.